Mental Preparation

Some of you may find the idea of travel, especially alone, a bit scary. Don't be. The reason you are scared is probably due to all of the unknowns. There are a few things you can do to overcome those feelings.

Get informed about your trip. What are your goals? Who are you seeing? How long will you be there?

Plan ahead. Read this guide. Go to the library and read about the city and you are going to visit. Ask co-workers who have been there before. Contact the people you will be meeting. Let them know if this your first time in their city. Most likely they will make a special effort to help you. Have another co-worker ‘write an e-mail or letter of introduction’ to the people you are visiting. Find someone who knows the people you are seeing and can give you some insight on them.

The more informed you are, the more confident you will be. Confidence is a big factor in a successful trip. Not only that, but you will impress your visitors with your knowledge of their city or country.

A positive attitude is a key factor. You will run into glitches here and there. Expect them. Don't let them frustrate you. If you are informed, you will know what to do.

A confident person is less likely to be a victim of trouble.

Go with the flow. Things are different in other places. "When in Rome…."

It can be lonely at times. Plan for that by taking something to entertain yourself, or schedule some R&R time during your trip.

Don't put together a ‘killer’ itinerary. Allow plenty of time between flights and meetings.

If you are afraid of flying, let your manager know. They may recommend some alternatives, or find ways to help you overcome the fear.

Plan, Plan, Plan.

First Things First

Before you go on the first business trip for Your Company, there are several things you need to have in place. These items may take several weeks to arrange, so do them right away if you know you will be traveling for Your Company any time soon.

Find out what procedures your company uses to book hotels and transportation. It may involve providing a company travel agent with your travel profile. It will give them the information they need to quickly book air, hotel and car rentals for you.

  Always sign up for the Airline and Hotel Frequent Flier programs. They are free, and one day you may be able to claim a free airline ticket or other goods! Some companies may keep their employees ‘miles’, so make sure you understand the policy in order to avoid disappointments.

A credit card is a must in travel. If you don't want to use your own credit cards for travel, find out if your company offers its employees company credit cards. Normally, your own personal credit worthiness is used to approve the card. Make sure your card is accepted nationwide and worldwide. (For example, Novus/Discover isn't generally accepted outside the U.S.A., but Visa and MasterCard are. American Express is commonly accepted at Hotels and Airlines, but smaller enterprises may not take it). You may need more than one card if you have one that will not meet all your needs.

If you have an extended trip and are using your personal credit card, these costs may exceed your credit limit. If this is the case, let your manager know so that other arrangements can be made, such as cash advances or Company charged Airfare and Hotel accommodations.

Find out if your company has special arrangements with a car rental company, and see if you can participate. It is very important that you find out what Your Company policies are for Insurance Waivers and other car rental charges.

If you expect to travel outside the U.S.A., you will need a passport. If you don't have one, this expense may be reimbursable; it doesn't hurt to ask. If you already have a passport, make sure it has six or more months before expiration. Canada and Mexico don't require a passport (you can use a Birth Certificate), but it is easier if you have one. Passports can be expedited in three days, if necessary. Otherwise, plan for three to four weeks to get one. Your travel department can direct you to the nearest passport office.

Many countries require Visas as well as passports. Find out soon if the country you are traveling to [requires] a Visa, as it could take up to four weeks to get one. If you don't have four weeks, don't panic; there are companies that can help expedite Visa applications. Ask your travel department for help.

Find out if Your Company will assign you a long distance calling card. This is a must when traveling. It will make it much easier on you when it comes time to file Expense Reports. You won't have hardly any telephone charges because they will be billed automatically to Your Company, and you will get the best possible rates. Hotel and pay phone long distance rates are typically much higher than using Your Company calling card. If Your Company doesn't assign calling cards, find out what the guidelines are for long distance calling during travel.